Resources in Optix have internal calendars which manage the availability and bookings of that resource. With the Google Calendar integration you are able to sync your calendar with Optix to reduce duplication and ensure your calendars are up-to-date.
There are two steps to successfully sync your external calendar to your Optix account. Step one is to sync the overall accounts together. Step two is to link a specific calendar (associated with a particular meeting room) with the corresponding resource within Optix.
Syncing Google Calendar helps you:
Avoid double-booking resources: Keep availability aligned between Optix and Google Calendar
Keep calendars in sync: Ensure external and internal calendars stay up to date
Sending Automation emails from Optix: Create and send Automations from Optix to manage bookings, notifications, and follow-up actions from one place
How the calendar sync works
How the calendar sync works
Calendar syncing in Optix happens in two steps:
Connect your external calendar account (Google Calendar or Office 365) to Optix
Link a specific external calendar to a particular resource or tour booking widget in Optix
A few important things to note before you get started.
You can only sync one Google calendar to one resource within your organization.(i.e. Google Calendar ABC can be synced with Meeting Room ABC)
.You will need to create multiple calendars under one Google account, you will then see those calendars in the drop-down menu of the resource you wish to connect
Creating a booking in Google Calendar will result in an External Booking in Optix, you cannot assign a user and draw from that users plan allowance doing this. To draw from a users plan allowance use the Admin Dashboard calendar.
If you change a booking in the Google Calendar, the billing will not be recalculate and be updated in Optix - ensure that you make any changes to Optix bookings in Optix so billing is updated correctly
Note: Connecting Google Calendar under Apps & Integrations can also be used for sending Automations emails. To avoid linking or authentication errors, do not connect the same Gmail account again under Admin Profile > Account settings > Email account connections.
How to connect to the Google Calendar
How to connect to the Google Calendar
Step 1: Sync your Google/Office 365 Calendar with Optix:
Select Apps & Integrations from the left-hand menu
Scroll down and click Google Cal
Click Install
Enter the Google account credentials for the account where the resource calendars are hosted
You will be redirected back to Optix where you can connect specific resources in Optix to the linked calendars (see steps below)
Step 2: Connect a specific Google Calendar with a corresponding resource within Optix:
Once you've connected your Google account, you're ready to sync a specific Google Calendar with its corresponding resource within Optix.
You can do this two different ways:
On the configure page for the Google Calendar:
Select Apps & Integrations from the left-hand menu
Click on either Google Calendar, and click Configure
Scroll to the 'Resource calendars' section and click Configure
Choose which of your Google calendars you want to connect to each resource in the calendar drop-down menu for each
Note: If you connect your Gmail account, it will also allow you to send emails from that account via Automations.
Note: You can filter this page by location, resource type, and connected status to quickly find which resources you'd like to connect, and even use the search bar to find a specific resource. |
Or, individually on each resource's edit page:
Select Resources from the left-hand menu
Click the resource you with to edit
Scroll to the 'Calendar' section and select a calendar from the dropdown menu
Choose which of your Google calendars you want to connect to this resource, then click Save
Note: If you need to make updates to a booking that was created externally, you'll need to make these changes on your external calendar. Optix will not be able to import these updates. |
FAQs
FAQs
Can I connect the same Google Calendar to multiple resources?
No. One external calendar can only be connected to one Optix resource.
If you manage multiple rooms or tour schedules, create a separate calendar for each one in Google Calendar or Office 365.
Can I use Google Calendar to send Automations emails?
Yes. Connecting Google Calendar under Apps & Integrations can also be used to send Automations emails from Optix.
Can I edit Optix bookings in Google Calendar?
No. We do not recommend editing bookings in Google Calendar if those bookings were created in the Optix Admin Dashboard. Editing Optix-created bookings in an external calendar can cause synchronization issues, such as incorrect availability or billing behaviour. To ensure bookings stay in sync, always edit or manage these bookings directly in the Optix Admin Dashboard.
Why can’t another admin disconnect someone else’s Gmail account?
Gmail connections used for Automations are tied to the original user account that connected them. Other admins cannot disconnect that email unless the user is fully removed from the system.
Troubleshooting
Troubleshooting
I see “This account is already connected in Google app settings” when I connect my personal Google Gmail for Automations.
User Level: Connecting Gmail in your Admin Profile → Email account connections allow that admin to send emails from Automations.
Organization Level: Connecting Google under Apps & Integrations → Google is for syncing resource calendars and sending emails from Automations across the organization.
These are separate but can both be active at the same time. Connecting the same Gmail account in both Apps & Integrations and Email account connections can create duplicate Google connections, which may lead to linking or authentication errors.
My Why Google integration appears stuck on “Install.”
Go to your Admin Profile → Account → Settings → Email account connections.
Disconnect the Gmail account currently connected.
Return to Apps & Integrations → Google, and reconnect with the correct account.
Note: If disconnecting fails because an Automation is still bound to that email account, you should update or temporarily switch the sending email address on your Automations instead of deleting the automation.
A former admin’s email still appears as a “Send from” option in Automations
This can happen if the admin who originally connected their Gmail account is no longer active, but their user profile still exists in Optix as an inactive or former user.
In this scenario:
The admin account was removed, but
The user record still exists in the system, so
The email address may continue to appear as a “Send from” option in Automations.
How to resolve this
If you want the email address to stop being used, update the Automation to send from a different email (for example, the Optix server or another connected account).
If you want the email address to disappear completely from the list, the user must be fully deleted from the Optix dashboard. This requires assistance from the Optix Support team. Please contact support@optixapp.com to request a full user deletion.
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